Operational Assistant

Introduction
This training provides you with the basics to work as an operational assistant,
in any type of industry to contribute to the achievement of a work team.
You will learn to perform in an organized and correct manner with the dynamics and the
discipline required by operational areas, as well as the demands that it requires
the industry

Develop communication skills to address your peers

for work.
Organize the physical and digital information of the organization for consultation.
quickly and timely.
Formulate a work program where you describe the activities that
you will carry out together with your teammates.
Resolve labor conflicts by intervening in a timely manner to
reach an agreement among the parties involved.
Identify risk factors in the workplace to prevent accidents
labor issues.

Level 01
Lesson 01
Brand responsibility
Understand the importance you have as an assistant within the organization to
build brand responsibility.
Functions of your job:
Supervise the activities of your team members.
Integrate them into your team following the codes of ethics.
Guide them with the mission and vision, which is the ideology of the company.

Code of ethics. It is the representation of the norms that govern your work, these
they are the frame of reference with which you will be able to determine if an action is
correct or incorrect.
 Principles of conduct. It is your responsibility to supervise that the staff under your
cargo carry out their activities, adhering to the norms, laws, regulations and
current policies, to achieve this:

Be the example, act ethically at all times and ensure that

Your actions and words should be consistent with each other.
Treat all people with dignity, take responsibility for the consequences of
your decisions.
You must guide the activities of your collaborators and delegate.
responsibilities, also try to integrate the ideas your proposed
team, to enhance overall performance and improve the work environment.
Being a key piece within the company, you will need to:

Evaluate situations and make decisions.

Treat others as you expect to be treated and promote your development.

personal when looking to achieve their highest level of performance.

Mission and vision. The mission and vision of a company is the reason for its existence.
the values they practice and how they want to be perceived.

The mission will help you measure whether the strategies being used are
sufficient to reach the company's goals. Communicate it to everyone.
the collaborators to clarify the purpose and main objectives of
the company.
The vision promotes the values that are practiced in the company, it gives
guidance of behavior to the collaborator and inspires in the achievement of
their activities.
These elements will be your fundamental guide to establish your goals and plans
strategic.
Following the code of ethics, the mission and vision commits you to fulfill and do
comply with the organization's guidelines, thereby reflecting its culture.

Fundamental values you will play as a leader in your company

Legality
Honesty
Responsibility
Trust
 Respect and tolerance
Commitment
Love and passion
Loyalty

Operational regulation
Some elements that the internal regulations in companies contain are:

Work hours for employee entry and exit.

Personal protection systems (use of personal protective equipment).
Safety conditions for the prevention and protection against any
disaster, for example; fires or earthquakes).
Management of waste or hazardous substances.
Environmental regulations related to the work they perform.
Management and responsibility for the use of computer equipment or machinery.
Signage and safety notices.
Labor relations standards.
Types of hiring.
Standards on equal opportunities.
Sanctions imposed for non-compliance with the regulations.

Communication premises

One way to improve the relationship among collaborators is to carry out the
assertive communication as a premise, as it allows you to integrate viewpoints,
to reach solutions and improve results.

To carry out effective assertive communication, keep in mind the

following criteria:

Convince with evidence.

I understand your point of view.
Be tolerant.
Recognize when someone else is right.
Be honest.
Be professional.
Take care of your body language.
Recognize your mistakes.
 Internal interaction protocol
Develop communication channels among collaborators playing a
internal interaction protocol.
Internal communication must be structured and comprehensive, in addition to promoting
a constant interaction among the members of the organization, in order to achieve the
competitive objectives.
Communication protocol:

Monitor the organizational climate.

Create a pleasant work atmosphere.

Forms of communication:

Downward communication.
Upward communication.
Horizontal communication.

Communicate to the work team in a simple way:

Objectives
Goals
Work plans
New procedures
Strategy changes
Results

Level 02
Lesson 01
Organization of information
Streamline consultation times through proper organization of the
information.
Folder organization

Sort the files into folders

Create folders by hierarchies, a good parameter is time.
 Register the files using a code or a name of three or more.
numbers, letters or combinations.
Register the files in a table with the department and the code that
defined to facilitate your consultation.
Create another registration table with the following headers: area,
document, description and date, as well as shipping methods.
Constantly update your information.

Information management
Build a database that helps you maintain a correct
information management.
Classification of information

Static
Dynamics

Creation of data table

Determine the objective of the database.

Define the data to be stored.
Identify the questions you want to answer.
Divide the information.
Save the information.
Constantly update the database.

Structuring of reports and reports

Present the company's results information in a structured manner.
through an executive report.

To prepare management reports directed at the executives of the

company, you must describe, explain or inform about the situation of the plant or plants to your
cargo.
Data
It starts with the organization of the data, which may vary depending on the
company, however the essentials are:

Date
Recipient
 Address
Your name, signature, and your job title

Structure

Introduction
Development
Conclusion

Drafting

Write simple sentences and avoid adjectives.

If you are going to connect sentences, do so with the main idea in mind.
which is derived from this.
Use connectors that help unite your ideas and therefore your paragraphs.
Avoid duplicating the information, even if you change the words.
Do not write phrases like 'Follow the following steps.'
Avoid writing the way you speak.
Use punctuation marks to avoid comprehension issues.
Think about your audience.

Supply and service request process

Learn to efficiently carry out the process of requesting supplies and
services.

Plan and make a sales forecast.

Follow the purchase flow.
Distinguish the objectives of the purchase.

Sales planning and forecasting

Tipo de producto, perecedero, no perecedero.

Sales statistics from previous months or years.
Type of customer.
Competition.
Quality and price.
Inflation.

Flow of purchases

1. Prepare the requisition.

2. Purchase issuance.
 3. Approval of the purchase order.
4. Once the purchase is authorized, you return to the accounting department.
so that you contact the supplier and request the product or service.
5. Purchase tracking.
Objectives of the purchasing process

Establish standards and policies considering the needs of the

company.
Find the best deals.
Informing about technological advancements and purchasing systems that may
help to reduce costs or improve product quality.
Gather information about potential suppliers.
Inform your superiors about the changes you make in the selection of
products that may have an effect on production or organization in
general.
Ensure that the purchasing department staff complies with the measures of
hygiene and safety.

Lesson 02
How to formulate a work program and its monitoring
Use criteria and tools for the development and monitoring of a plan
I work in teams.
Construction:

Identify the organization's goals

Set objectives
Define the scope of the plan
Develop a strategic proposal
Specify the work teams
Schedule the activities
Determine how progress will be measured
Represent this information

Gantt chart

Use a spreadsheet
Gather information
 Identify the minimum units of work
Arrange on the vertical axis
Set dates
Establish a color code
Make an adjustment to the deadlines
Implement the program

Task weighting
Use criteria and procedures to determine priorities through the
task weighting.
Order of priority

Urgent and important

Not urgent and important
Urgent and not important
Not urgent and not important

Representation of priorities

Gantt chart
PERT Diagram
Prioritization Matrix

PERT Diagram

Nodules
Arrows
Time calculation
Activities

Teamwork
Uses techniques and procedures to distribute teamwork.

Through teamwork, different points of view are combined.

they identify growth opportunities and meet the objectives of the
company.
Take into account:

Group identification
 Open communication
Production process
Common good
Feedback
Work environment
Consider:
Clear objective
The Consensus
Role rotation
Evaluation
Goals achieved

Level 03
Lesson 01
Identification of risk factors
Use quantitative methods to identify risk factors.

Risk factors are those characteristics or elements that can

affect your health or cause an injury.
Risk analysis

Method What would happen if? Or What if?

Question list
Checklist
Norms and standards
Periodic inspections

Prevention measures
Divide the work areas to assess risks and take measures to
prevention.
Stages

Risk identification by work areas

Identify the work activity that is carried out, the number and
characteristics of work areas.
Count the collaborators.
 Learn about the organizational structure, identifying the
functions and responsibilities of each position.
to recognize the production processes, practices and the
existing organizational procedures.
Find out about the policy, objectives, and preventive goals that the
organization.
Risk assessment
Recognize the difficulties.
To determine the work areas.
Divide the areas.
Mark the risk factors.
It establishes the types of risks that arise.
Describe each risk.
Apply a questionnaire to your collaborators.
Planning of preventive measures
Include the necessary means.
Assign the economic resources.
Define the time frame.
Prioritize activities.
Execution
Instruct your collaborators to implement the prevention plan.
Plan the actions to be taken in an emergency and the
procedures to deliver information to the collaborators and
area leaders.
Ensure that the preventive measures are applied.
Prepare documentation of the results of the measures
preventive.

How to enhance workplace safety

Place the safety manuals that apply in a visible location.

organization.
Consult the official standards.

Verification protocols and routines

Identify the severity level of the accident and follow the action protocols.
case of failure.
Check:
 Status of operational equipment and tools.
Physical condition of the facilities and their cleanliness.
Status of personal protective equipment.
That the collaborators properly use the PPE.
Status of evacuation routes and the fire protection network.
That your collaborators carry out the procedures or practices properly.
safe.

Verification routine

Conduct inventories periodically.

Create a checklist.
Conduct periodic rounds.
Conduct periodic rounds to check the status of the routes.
evacuation and fire network equipment.
Prepare a report with the observations.

Level 04
Lesson 01
Action protocol in case of failure
Identify the severity level of the accident and follow the action protocols.
case of failure.
Accident levels

Fatal level
Serious level
Beginner Level

Procedure for fatal and serious accidents

Stay calm
2. Start an emergency plan
3. Assess and secure the affected area
4. Assist him or those affected
 5. Make sure the passage is clear for emergency personnel.
6. Assign a representative collaborator
Hold a meeting with your collaborators
8. Prepare a report

Procedure for low level

Contact the organization's security personnel.

2. Assist the collaborator if necessary
3. Hold a meeting with your collaborators
4. Prepare a report